Administrative Assistant 3

1 week ago


San Jose, United States Ursus, Inc. Full time
JOB TITLE: Administrative Assistant 3
LOCATION: San Jose, CA (hybrid)
PAY RANGE: $25.00 - $35.21/hr
DURATION: 1 year

TOP 3 SKILLS:
  • BA/BS degree or 4-6 years of executive administrative experience; experience supporting an Enterprise organization a plus
  • Demonstrate strong attention to detail while working optimally with minimal direction
  • Positive, proactive and can-do attitude in a fast-paced, constantly evolving global environment


COMPANY:
Our client a Fortune 500 Software Organization is seeking a Administrative Assistant 3 to bring onto the team.

Job Description:
In this role you will collaborate with executives, chiefs of staff, administrative assistants and customers. We are looking for someone who is highly collaborative, a self starter, thrives in a fast-paced environment and has a sense of humor. A positive demeanor and great communications skills are also required.

What You'll Do:
  • Daily administrative and business support for three Sr. Directors on the Product Marketing and Campaign teams
  • Heavy calendar management (Outlook) and extensive scheduling with both internal and external team members
  • Attend key meetings, take notes and circulate follow-up as necessary
  • Arrange associated business travel and submit expense reports
  • Coordinate special projects including team offsites, team building activities and all hands meetings, team space planning and floor moves, and potentially other types of projects
  • Ability to travel occasionally to provide on-site support at events/conferences
  • Ability to handle frequent interruptions or changes in priorities while remaining flexible and calm under pressure
  • Regularly collaborate with cross-functional Administrative & Executive Assistants and provide backup as needed
  • Continually improve the administrative process for greater efficiency
Qualifications:
  • BA/BS degree or 4-6 years of executive administrative experience; experience supporting an Enterprise organization a plus
  • Demonstrate strong attention to detail while working optimally with minimal direction
  • Positive, proactive and can-do attitude in a fast-paced, constantly evolving global environment
  • Exceptional ability to prioritize conflicting demands and meet deadlines with little direction
  • Strong organizational skills, attention to detail, business acumen and timely follow-through
  • Excellent written and interpersonal communication skills
  • Handles confidential information with integrity and exercise discretion
  • Confidence and strong decision-making skills
  • Proven mastery of Slack, Google Workspace, and various Microsoft applications including Teams, Outlook, Word, PowerPoint, SharePoint, and Excel; proficiency with *** Creative Cloud a plus
  • Eagerness to build a network with other executive assistants at *** and cooperate as a team
  • Ability to travel occasionally to provide support at events/conferences
  • Ability to anticipate the executive's needs to bring together appropriate people and resources to provide support
  • Understand the nuances of executive needs and level of urgency on matters that need attention, input, etc.
  • Clearly and concisely communicate daily schedule, meeting/event shifts, and needs to effectively and actively support executive
  • Interact professionally with executive, internal stakeholders and partners, navigating nuances with high EQ
  • Develop strong relationships to effectively interface and coordinate with all the other Executive Assistants across Client, including providing coverage during the event of an illness, PTO, or sabbatical
  • Handle confidential information in a professional and discreet manner

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